Privacy Policy

This Privacy Policy explains how Trance Promotions ("we", "us", "our") collects, uses and protects personal information when you contact us or use our website. We are committed to handling personal data lawfully, fairly and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Trance Promotions
Trading as a sole trader entertainment business
Location: Halifax, West Yorkshire, United Kingdom

For privacy enquiries, contact us at chrisleetrance@hotmail.com or by telephone on 07767 302605.

2. What data we collect

We may collect and process the following categories of personal data:

• Identity and contact data - name, organisation name, email address, telephone number and any other details you provide when you call, message or email us.
• Enquiry data - information about your event, venue, preferred dates, audience type and related notes from our conversations.
• Technical data - limited server log information such as IP address, browser type and access times, generated automatically when you visit our website.
• Communications data - records of emails, WhatsApp messages and call notes relating to your enquiry or booking.

3. How we collect your data

• Directly from you when you contact us by phone, WhatsApp, email or in person.
• Automatically through basic website server logs when you browse our site.
• From publicly available business sources where you have published contact details for commercial purposes.

4. Why we use your data (lawful bases)

We process personal data only where a lawful basis applies under UK GDPR:

• Contract - to respond to enquiries and to enter into or perform a contract for entertainment services.
• Legitimate interests - to run and improve our business, secure our website, keep records of commercial enquiries and defend legal claims, where these interests are not overridden by your rights.
• Legal obligation - where we must keep records to meet tax or regulatory requirements.
• Consent - where you have given clear consent for a specific purpose (for example certain marketing messages). You may withdraw consent at any time.

5. How we use your data

• To respond to booking enquiries and provide availability or quotations.
• To deliver and administer entertainment bookings and contracts.
• To manage invoices, payments and account records.
• To communicate about event logistics, travel and show arrangements.
• To maintain the security and performance of our website.
• To comply with applicable law and respond to lawful requests from authorities.

6. Sharing your data

We do not sell your personal data. We may share information with trusted service providers who support our operations (for example email hosting, IT support or professional advisers), strictly under appropriate confidentiality and data processing arrangements.

We may also disclose data where required by law, court order or regulation, or to protect our rights, property or safety, or that of our clients or others.

7. International transfers

We aim to keep personal data within the United Kingdom. If any processing requires a transfer outside the UK, we will ensure appropriate safeguards are in place as required by UK data protection law.

8. How long we keep your data

We keep personal data only for as long as necessary for the purposes set out in this policy, including to meet legal, accounting or reporting requirements. Enquiry records that do not lead to a booking are typically retained for a limited period for follow-up and record-keeping, then securely deleted or anonymised. Contract and financial records are retained for the periods required by UK law (generally up to six years for certain commercial records).

9. Data security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration. No method of transmission over the internet is completely secure; we encourage you to take care when sending sensitive information by email or messaging apps.

10. Your rights

Under UK GDPR you have the right, in certain circumstances, to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request erasure of your data.
• Restrict or object to certain processing.
• Data portability, where applicable.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Commissioner's Office (ICO).

To exercise your rights, contact us using the details in section 1. You can also contact the ICO at ico.org.uk.

11. Cookies and tracking

This website does not use non-essential advertising or analytics cookies. The server may create standard technical logs required to operate and secure the site. If we introduce additional cookies in future, we will update this policy and, where required, seek consent.

12. Children

Our services are aimed at adult event organisers and venues. We do not knowingly collect personal data from children through this website.

13. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will change when we do. Please review this page periodically.

14. Contact

Questions about this policy or our data practices: chrisleetrance@hotmail.com · 07767 302605